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Home My WebLink AboutAgenda Packet 2001/11/19 I declar£ der penalty 01 perjury that I am employeo oy the City 01 Chula Villa In the Office 01 the City Clerk and that I potted thII document on the bulletin board a<:cording to Brown Act requiremenll. Dated IHIo-OI Signed £hM~ CITY OF CHULA VISTA ADJOURNED REGULAR MEETING OF THE CITY COUNCIL AGENDA November 19, 2001 Administration Conference Room 5:00 P.M. City Hall 276 Fourth Avenue CALL TO ORDER 1. ROLL CALL: Councilmembers Davis, Padilla, Rindone, Salas, and Mayor Horton ORAL COMMUNICATIONS CLOSED SESSION 2. PUBLIC EMPLOYEE PERFORMANCE EVALUATION PURSUANT TO CALIFORNIA GOVERNMENT CODE SECTION 54954.5 (e) A. City Clerk B. City Manager ADJOURNMENT to an Adjourned Regular Meeting on Tuesday, November 20,2001 at 4:30 p.m. in the Council Conference Room, and thence to the Regular Meeting of November 20,2001 at 6:00 p.m. in the Council Chambers. NOTICE OF ADJOURNMENT Notice is hereby given that, at an Adjourned Regular Meeting on November 15, 2001, the City Council adjourned said meeting to an Adjourned Regular Meeting to be held in closed session on Monday, November 19, 2001, at 5:00 p.m. in the Administration Conference Room, for the purpose of administering performance evaluations for the City Clerk and City Manager; and thence to an Adjourned Regular Meeting to be held Tuesday, November 20, 2001, at 4:30 p.m. in the Council Conference Room, for the purpose of conducting interviews to fill one vacancy on the Parks and Recreation Commission. Both Conference Rooms are located in City Hall, 276 Fourth Avenue. ~J..Þ5=1 ~ Dated: November 16, 2001 Susan Bigelow, City ðerk I declare under penalty oIl*þIry that 1- employed by the CIty of ChuI8 VI8ta In the 0Ific8 of the CIty Clerk and lilt I poet8cI thI8 document on the bull8IIn Þo8Iá 8DOOIåInQ .. Brown Aa& requIremtnII. Oated 1///IPJo I 8Igned1:fucqOA\Ð p~ OFFICE OF THE CITY CLERK - 200t , . .if" 4! '" ,f',' ;><:'. .... f¡ i. " ~ '" f ,.. . , ,,-,----_.,-- Leticia, Georgene, Susan, Liz Sheree, Lorraine, Teri, Donna Office of the City Clerk I. Staff Overview Susan Bigelow, CMC/AAE City Clerk Donna Norris Lorraine Bennett Georgene Pharis Assistant City Clerk Deputy City Clerk Records Manager Leticia Lazo Teri Rodriguez Sheree Boehrig Liz Briggs Confidential Senior Office Specialist Records Technician Records Technician Administrative Secretary (half-time) II. Professional Development & Training Susan: 2000 & 2001 Annual Institute, California City Clerks Association Presenter at Technology Expo 2000 (Association of Records Managers! Southern California City Clerks Association) Board of Directors and Chair of two committees, Southern California City Clerks Association Various Meetings & Seminars, Southern California City Clerks Association Various Meetings, San Diego County City Clerks Association Executive Management Retreat Active Member: International Institute of Municipal Clerks California City Clerks Association Southern California City Clerks Association San Diego County City Clerks Association Association of Records Managers & Administrators (ARMA) II. Professional Development & Training (Continued) Donna: Continuing Education for Public Officials (CEPO - 1st year) Assistant City Clerk 2000 League New Law & Election Seminar 2000 Nuts & Bolts Seminar (So. California City Clerks Assn) Seven Habits of Highly Effective People Supervisor's Academy Conducting Performance Evaluations Seminar Parliamentary Procedures Seminar Microsoft Front Page Writing Advantage Recommended Leadership Techniques for the First Line Supervisor/Manager (Liebert Cassidy Whitmore) Serves on City Intranet and Communications Committees Upcoming: 2001 New Law & Election Seminar (League) 2001 Annual Institute, California City Clerks Association Active Member: International Institute of Municipal Clerks California City Clerks Association Southern California City Clerks Association San Diego County Deputy City Clerks Association II. Professional Development & Training (Continued) Lorraine: 2000 Annual Institute, California City Clerks Association Deputy City Clerk 2000 & 2001 Nuts & Bolts Seminar (Southern California City Clerks Association) 2000 New Law & Election Seminar (League) Technology Expo 2000 (Association of Records Managers/ Southern California City Clerks Association) Supervisor's Academy Business Writing Basics for Professionals Writing Advantage (Franklin Covey) Microsoft Word 2000 - Intermediate PowerPoint 2000 - Introduction & Intermediate Upcoming: Continuing Education for Public Officials (CEPO-lst yr) Active Member: International Institute of Municipal Clerks California City Clerks Association Southern California City Clerks Association San Diego County Deputy City Clerks Association II. Professional Development & Training (Continued) Georgene: Technology Expo 2000 (Association of Records Records Manager Managers/Southern California City Clerks Association) 2001 Nuts & Bolts Seminar (Southern California City Clerks Association) Supervisor's Academy Progressive Discipline & Performance Evaluations Microsoft Outlook 2000 - Introduction Access 2000 - Introduction Excel 2000 - Intermediate II. Professional Development & Training (Continued) Leticia: Writing Advantage (Franklin Covey) Confidential Microsoft Front Page Administrative Microsoft Word 2000 - Intermediate Secretary Microsoft Outlook 2000 - Intermediate PowerPoint 2000 - Introduction Alternate Member to City Intranet and Communications Committees Serves as Department's Training Liaison/Coordinator, Purchasing Liaison and Benefits Coordinator II. Professional Development & Training (Continued) Sheree: Technology Expo 2000 (Association of Records Records Technician Managers/Southern California City Clerks Association) Access 2000 - Introduction" Excel 2000 - Introduction Microsoft Word 2000 - Introduction Microsoft Outlook - Introduction & Intermediate Member of Corporation Yard Move Committee II. Professional Development & Training (Continued) Liz: Technology Expo 2000 (Association of Records Managers/ Records Technician Southern California City Clerks Association) Access 2000 - Introduction Excel 2000 - Introduction Microsoft Word 2000 - Introduction Microsoft Outlook - Introduction III. Records Management Program .:. City Clerk's Office Continuing active file conversion = "7' ----¡: Continuing unbinding of Council and RDA Resolutions, 'ç' ... "'-.! Ordinances & Minutes .:. City-Wide Assisting all departments in transferring and retrieving inactive records to and from storage; 3,200 cartons presently inventoried, indexed and securely stored in off-site locations 200 cartons of records destroyed during past year in accordance with legal requirements Preparing a records management seminar for all City employees; working in conjunction with the City Attorney's office to clarify public records and records destruction issues ,-_..___'-00 -..--- IV. Document Imaging Program .:. All departments now have electronic access via the intranet to: Council minutes from 1978 forward Council ordinances from 1981 forward Council resolutions from 1982 forward Council agenda packets from 2000 forward Municipal Code City Charter .:. The public has access to Council agendas and minutes, the City Charter and Board & Commission applications via the internet; applicants e-mail their completed forms to the City Clerk .:. Scan stations are in place in the following departments: City Clerk, Police, Planning, Building, Human Resources, & Engineering. The City Clerk's Office is assisting the departments in organizing electronic databases and by providing software training V. Municipal Code .:. Proofed and edited the Municipal Code; re-published it in a modern format .:. Now publishing the Municipal Code in-house on CD to reduce the number of staff paper copies, allow rapid search capabilities and reduce costs to the public ($20 per CD vs. $150+ per paper copy) .:. Working with MIS and the imaging consultant to produce the Municipal Code on the internet .:. Working with the City Attorney's Office to resolve issues in the Code identified by the codifier (obsolete, incomplete and/or incorrect references). Administrative changes will be made in the next Code update; some corrections may require the preparation and adoption of correcting ordinances .:. Plan to rewrite portions of Municipal Code Section 2 to delete references to administrative processes . ~ Cc::- "', 7 (' > '-r ~7ý.. '7 ~ j; - -.' ('/ r y (?'- .;.00 VI. March 2002 Election .:. Have fielded many election questions since April from potential candidates, interested parties and the press regarding election procedures and deadlines .:. Prepared candidate packets for nomination period which began November 12th and will continue to work with candidates through election day .:. Assistant City Clerk will attend the New Law & Election Seminar in early December in preparation for the upcoming election(s). "'--"','~_'___m-' II. Upcoming Events & Activities .:. MARCH 5, 2002 ELECTION: issue candidate packets, consult with candidates, verify nomination petitions, monitor campaign statement filings, prepare election resolutions and Registrar documents; coordinate election activities with the Registrar's office; continue to monitor election law and form revisions (Assistant City Clerk will attend the League's New Law & Election Seminar in early December) .:. ACTIVE RECORDS: continue the reorganization of the City Clerk's active records; update the filing system guide to meet the current needs of all departments .:. INACTIVE RECORDS: transfer and reorganize 3,200 cartons of inactive .¿;; records from the current Public Works yard and Iron Mountain to the new / Corporation Yard facility; continue retrieving inactive records for all 'y r;X departments and working with all departments to destroy records in -1 CJ accordance with legal requirements .:. DOCUMENT IMAGING: continue imaging current City Clerk records and older documents as time allows; continue working with other departments to organize their databases and provide software training VII. Upcoming Events & Activities (Continued) .:. ELECTRONIC RECORDS ACCESS: continue working with MIS and imaging consultant to provide electronic records via the internet and intranet .:. RECORDS MANAGEMENT SEMINARS: prepare and present seminars for City staff regarding identification of public records (including email), legal destruction procedures, how to transfer and retrieve inactive records to and from storage, the updated filing system design .:. MUNICIPAL CODE: work with City Attorney's Office to clarify legal issues and update Code accordingly; revamp portions of Title 2 to remove administrative procedures and simplify elections section .:. ADMINISTRATION: continue working with agenda process committee (City Clerk & Assistant, Assistant City Manager, Senior Assistant City Attorney, and staff from ODT) to streamline agenda processl update agenda process handbook and provide training to all staff involved in preparing agenda statements; continue Cjoss-training City Clerk's staff and scheduling training classes to meet staff needs; work with City Attorney and staff from ODT to provide Board & Commission member training on ethics and Brown Act, Municipal Code, Charter, and conflict of interest requirements; continue working toward certification as a Master Municipal Clerk (should attain second level by May 2002) VIII. Issues & Comments 't ,,^A';~ ,I .:. Document Imaging CIP (,' '"II) .:. Administrative decision to transfer (demote) the Confidential Administrative Secretary /0/ and Records Manager from the Confidential Unit to CVEA, effective January 1st. ~ "~J(/ These employees were notified of the upcoming demotion in August. This will come before "c >'\, Council for approval in December. -, "~ '- .:. Reclassification of Records Manager to mid-management group: At the request of the City Clerk and City Manager, and with the concurrence of the Human Resources Director, the Records Manager position has been under reclassification study since September 13th, ~eclaSSification request will be brought forward to Council, hopefully in the near future, tie this position to that of the Deputy City Clerk. .:. Administrative decision to cut pay ($30/meeting) retroactively to City Clerk's staff for ¿ attendance at RDA meetings and preparation of RDA action agendas and minutes. ~ The pay policy was adopted by RDA resolution in 1986, when meeting days were combined with Council and it was decided that the payment to City Clerk staff to assume RDA responsibilities was less expensive than paying overtime for a Community Development employee to attend the meetings. Options: (1) reinstate pay, (2) adopt resolution to cease pay in future or retroactively, (3) transfer RDA responsibilities back to Community Development. .:. Out-of-town notification: It would be helpful to know ahead of time when the Mayor & Councilmembers will be out of town for document signing, packet delivery and meeting set-up purposes. .:. Occasional absences over short-term